TaskProof

Compliance software for care homesKitchenHousekeepingMaintenanceActivities

Do the tasks.
Keep the proof.

Fridge temperatures, room cleans, fire doors, the afternoon’s activities. Done on a phone in a minute or two, signed by whoever’s on shift. Managers watch it land as it happens, and when an inspector turns up, one button builds the pack.

Book a demoSee pricing

We set you up, and your 30-day free trial starts then.

  • Nobody can rewrite a record
  • Keeps going when the signal drops
  • Unlimited people
  • Four teams, one account
  • From £35 per site, per month
The rooms board on a phone. Rooms, with tabs for board 14, schedule and report, and a full-width add rooms button. A red card headed deep clean late: 2 rooms, the Sluice 3 days late and Room 6 2 days late, with a link to the schedule. Then a finder — everything 14, in use 12, out of use — and 14 rooms. The ground floor, 9 rooms with 1 deep clean to do: the dining room in use with its deep clean due 21 October, the laundry due 27 October, the main lounge due 28 October, the office with no deep cleans, then Room 1 due 20 October and Room 2 due 11 November
The Today screen on a phone: a notice to read, buttons to report an issue or something broken, and eleven checks due now. Fridge and freezer temperatures and opening checks by 10:00, communal areas and a safety walk-round by 11:00, cooking by 14:00, a room clean by 15:00

Everything a team needs, in one account

  • Checks
  • Rooms
  • Jobs
  • Activities
  • COSHH
  • Allergens
  • Documents
  • Handover
Who it’s for

One home, four teams. Or any kitchen at all.

Each team gets the tools its own job needs, and the checks for its work are already written, waiting to be copied. The four sit side by side in one account, show up on the same dashboard, and come out in the same audit pack.

A reading out of range on a phone: the dessert fridge at 7.4°C, with what to do about it and the question 'What did you do about it?'

Care - Kitchen

The fridge round, cooking temperatures and allergens, plus the paperwork both the EHO and CQC ask for.

See how it fits →
The rooms board on a phone. Rooms, with tabs for board 14, schedule and report, and a full-width add rooms button. A red card headed deep clean late: 2 rooms, the Sluice 3 days late and Room 6 2 days late, with a link to the schedule. Then a finder — everything 14, in use 12, out of use — and 14 rooms. The ground floor, 9 rooms with 1 deep clean to do: the dining room in use with its deep clean due 21 October, the laundry due 27 October, the main lounge due 28 October, the office with no deep cleans, then Room 1 due 20 October and Room 2 due 11 November

Care - Housekeeping

Every room signed off by the person who cleaned it, plus the laundry, the sluice and the COSHH register.

See how it fits →
The jobs board on a phone. Jobs, 6 on the board, 1 late, 3 with nobody on them, with tabs for board 6, my jobs 1, equipment and contractors, and a full-width report a job button. Two cards side by side: late, 1 job, and nobody's on it, 3 jobs. Then firms coming in, 1 visit, Coldline Refrigeration on Wednesday 21 October. A finder, then 6 jobs, most urgent first. The open lane — reported, not started, 3 — led by the extractor fan rattling, 3 days late, medium, kitchen and appliance, nobody's on it yet; then a loose wardrobe door in Room 6, by Monday 19 October

Care - Maintenance

Water temperatures, fire doors and the jobs board, with certificates that don’t lapse quietly.

See how it fits →
The activities calendar on a phone: buttons to plan a session, open the ideas library, see who’s coming in, spending, visitors, special days, a report, a poster and fill the gaps with AI. Day, week, month or chosen dates, showing the week of 12 October 2026. Today has chair exercises at 10:30 in the lounge led by Grace Mensah, and a hand massage at 15:30 in the quiet room with nobody leading yet. Tuesday has a sing-along at 14:00 led by Holly Price

Care - Activities

The week's programme, what really happened at each session, and the paperwork for everyone who comes in to run one.

See how it fits →
Closing checks on a phone: a list of yes-or-no questions, two of five answered

Kitchens everywhere else

Pubs, schools, hotels, restaurants. Same food safety checks, same EHO, same proof at the end of it.

See how it fits →
A Monday at Maple House

Here’s the day, as the app recorded it

The Today screen up there is one home’s Monday. Fridges and opening checks by 10:00, a safety walk-round by 11:00, a room clean by 15:00. Four teams, one list each. This is how those hours actually went.

Real screens from the app, but the home in them is made up. Maple House, its staff and its readings all came from a demo we built.

Care - Kitchen

Six fridges, before the first delivery

Big plus and minus buttons, because nobody takes a glove off for a keyboard. The walk-in reads 3.1°C, dairy 4.2°C, veg 3.8°C, each against the safe range you set for it.

  • A warm one doesn’t just go red. The dessert fridge reads 7.4°C, so the screen says what to do about it. Then it asks the bit nobody remembers to write down: what did you actually do?
  • A dropped signal doesn’t stop the round. You’ll want wifi, same as you do for anything else. But a walk-in or a cellar doesn’t stop you. The check waits on the phone and goes up when you’re back in range.
The fridge round part-way through on a phone: walk-in 3.1°C, dairy 4.2°C and veg 3.8°C entered against their safe ranges, with big plus and minus buttons, three of six tasks done
A reading out of range on a phone: the dessert fridge at 7.4°C, with what to do about it and the question 'What did you do about it?'

Care - Activities

Chair exercises in the lounge, written up in three taps

Did it go ahead, how many joined in, and how it went, picked from four faces. Grace Mensah led it. The app keeps who led a session and who wrote it up apart, because they are often not the same person.

  • Counted, never named. Seven joined in. TaskProof holds no resident records of any kind, and a session record never names anybody taking part. What it shows is that the programme you planned actually happened.
  • The checks around it count too. The room checked before the first session, the equipment cleaned after the last, the week’s plan up where people can read it. All four of those were done and signed that Monday too.
Today for the activities team on a phone, Monday 12 October 2026, updated just now, with one notice to read in the handover and buttons to report an issue or something broken. Done today, four: the activity room check, the weekly activities plan check, the weekly garden and outdoor check and the activity equipment clean, each marked completed. Then activities, two: chair exercises at 10:30 in the lounge with Grace Mensah, and a hand massage at 15:30
Recording what happened at a session, on a phone. Chair exercises, Monday 12 October 2026, 10:30 to 11:00 in the lounge. Did it go ahead: it ran, chosen from it ran, something else ran instead, and it didn’t happen. How many joined in: seven, with a minus and a plus either side. How did it go: four faces — loved it, enjoyed it, mixed and didn’t land — with enjoyed it chosen

Care - Maintenance

Fire doors, and the fault somebody spots on the way past

Escape routes clear, fire doors closing with nothing propping them open, no faults on the panel. Three of five, with the plant room still to walk.

  • Anyone can report, from their own screen. What needs doing, where it is, a photo if it helps, and how urgent it is, in words rather than a number. Low means when someone gets a minute. Urgent means drop everything else. The date it has to be fixed by follows from that, and whoever reported it can watch it move along: reported, someone’s on it, fixed.
  • Reminders chase what’s due. Weekly fire checks, monthly emergency lighting, the water temperatures. The certificate that expires in a drawer is the one that catches people out, so documents get expiry reminders too.
The daily safety walk-round part-way through on a phone: escape routes and fire exits clear, fire doors closing with nothing propping them open, and no faults or alarms on the fire panel. The plant room and anything new needing fixing are still to answer; three of five tasks done
Reporting a fault on a phone. Report a fault — it goes straight to the Care - Maintenance team. What needs doing and where is it, both still showing their example text, a doorbell at the front entrance that isn't working and Room 7 or the kitchen pass, then add a photo. How urgent, as four tiles: low, when someone gets a minute; medium, this week, which is chosen; high, needs sorting soon; and urgent, drop other things. Then fix it by Monday 26 October, from medium, with a button to change it, and add more detail for what kind of work and anything else

Care - Housekeeping

Fourteen rooms, and two deep cleans already late

The board knows which rooms are in use, which are out and which are overdue. The Sluice is three days late, Room 6 two. A clean starts with the room number, because that is what makes the record findable a year later.

  • Everyone on the roster can sign. The agency cleaner covering Tuesday picks their name and signs with a finger. No account, no email, no password, and no per-person charge however many of them there are.
  • Their name goes on every answer. Not one signature at the bottom of the sheet. High-touch points, bathroom, bed frame: each line carries the name of whoever answered it.
The rooms board on a phone. Rooms, with tabs for board 14, schedule and report, and a full-width add rooms button. A red card headed deep clean late: 2 rooms, the Sluice 3 days late and Room 6 2 days late, with a link to the schedule. Then a finder — everything 14, in use 12, out of use — and 14 rooms. The ground floor, 9 rooms with 1 deep clean to do: the dining room in use with its deep clean due 21 October, the laundry due 27 October, the main lounge due 28 October, the office with no deep cleans, then Room 1 due 20 October and Room 2 due 11 November
A room cleaning check part-way through on a phone. Room 12 is typed into the room box, under the app's own reminder that putting the room in first is what makes the record findable afterwards. High-touch points, bathroom and bed frame are all answered Yes; four of six tasks done, two to go
Beyond the daily round

Not everything happens every day

Some systems only think in days. But it’s the head chef’s monthly audit and the three-monthly deep tasks that actually get forgotten, because nothing puts them in front of anyone until they’re already late.

  • Daily, weekly, monthly, three-monthly and yearly, each with its own window. A long round stays open across that window and shows how far through it you are
  • Checks with no due time at all, for the things that just happen: a delivery arriving, a pan of stock cooling, a meal going out at a modified texture
  • AI does the typing, never the deciding. It reads an allergen label from a photo, lifts the expiry date off a certificate, drafts a check from a sentence. A person reads it over, and only a person publishes, signs or deletes
  • Further down the Today screen on a phone. In progress: the head chef's monthly audit at 3 of 6 tasks and the three-monthly deep tasks at 2 of 5, each with when it was last worked on, a day left, the date it closes, and a bar showing how far through it is. Under them, seven checks that start when the thing happens rather than at a set time: cooling hot food, a delivery check, and the IDDSI texture levels, each with its own Start button

    Today, further down. Both long rounds with a bar for how far through they are, then the checks with no due time at all.

  • The head chef's monthly audit open on a phone, 3 of 6 tasks done with a day left in its window and everything saved. A manager can seal it early or extend it. One task is still open — every day this month has completed, signed checks — and two are answered yes, the probe calibration and a stock rotation spot check, each signed by Priya Kaur with a link to fix the answer

    The monthly audit, open. Three of six done, a day left, and it says so at the top. Nobody has to hold it in their head.

  • The three-monthly deep tasks open on a phone, 2 of 5 done with a day left. The extraction canopy deep clean is answered yes and signed by Priya Kaur; the freezer defrost is answered yes and signed by Dan Okafor two hours earlier; the pest control review is still open. Each task carries the name of whoever answered it, not one name for the whole check

    Priya signed the canopy clean, Dan signed the freezers. One long check, and each task carries the name of whoever did it.

By teatime

The manager has all four teams on one screen

Nobody rang round and nobody walked the building. Four missed checks in the last seven days, one job overdue, two deep cleans late. They are named along the top, rather than left for somebody to find.

The whole-site dashboard at desk size. Maple House, flagged “Needs you”, covering Tuesday 6 October to Monday 12 October across four teams, with a row of buttons to switch between the whole site and any one team. A strip reads 4 missed in the last 7 days, 1 job overdue, 2 deep cleans late, 1 product without a data sheet, and a link to all 3 open issues. Then a card for each team: Care - Kitchen 34 of 35 done at 97% with 1 missed, Care - Housekeeping 28 of 30 at 93% with 2 missed, Care - Maintenance 10 of 11 at 91% with 1 missed, and Care - Activities 16 of 16 at 100% with none missed. Each card carries a bar for every day of the week, what has been done today, and what is due next

Today hour by hour, and a dashboard for each team. Open the same screens on a phone and they turn into a short list of what needs doing.

See the manager’s view
And none of it can be rewritten

Every check becomes a record you can open

Every one of those checks ends up here. This is a fridge round, the way TaskProof keeps it: its own id, the time it was done, the time it arrived, who signed it, and every reading underneath.

  • Completed 17:34:18, reached TaskProof 17:36:45. Both times, on every record, because an inspector is entitled to see the gap
  • Signed by Priya Kaur, head chef. The job title is frozen as it was on the day, and leavers stay on the records they signed
  • A correction is a new entry on top. The original stays underneath with the name of whoever corrected it, and nobody can edit the trail. Not us either
  • Search them, read them, print one. The audit pack is these, gathered up
A finished fridge record at desk size: the record id, when it was completed and when it reached TaskProof, by Priya Kaur with the account it was sent from noted beneath, her signature, and every reading with the option to correct one
  • A finished record on a phone: completed at 17:34:18 and reached TaskProof at 17:36:45, two minutes later; outcome passed; by Priya Kaur, with the account it was sent from noted underneath; signed by Priya Kaur, head chef, with her signature

    The record itself. Its own id, both times, the signature, and every reading underneath.

  • The records list filtered to missed checks on a phone: seven of them across the week, each showing what was due and when, with no time and no name against it

    Filter to the ones nobody got to. Seven that week, and they don’t quietly disappear.

  • A corrected reading on a record. The veg fridge now reads 3.1°C against Priya Kaur's name, marked Corrected with the reason "Typed 1.3 by mistake. The display said 3.1." Underneath it still shows "Was 1.3°C" with Dan Okafor's name and the time he entered it, then Priya Kaur's signature and job title, above the line saying nothing on a record can be changed or deleted and the original stays there to read

    A correction is a new entry. The veg fridge reads 3.1°C now, and Dan’s original 1.3°C is still underneath it with his name on it.

EHO and CQC

Inspector here? One button.

Two inspectors, two questions, one export. The pack is built out of the records themselves, so it can’t disagree with them. Every pack gets a fingerprint the moment it is made, and we keep it. Check a copy against that and you know whether a single character has changed.

Environmental health

The EHO wants the food safety checks done on the day they were due, by a named person, with the fix written down whenever something was wrong.

Care Quality Commission

CQC wants to know the home is safe and well-led, and that you can show it. Cleaning rounds, water temperatures, fire checks and a programme of activities that actually ran, signed and in date.

  • One pack per team, so an inspector sees only the team they came for
  • An activity log for “who changed this, and when?”
  • Give the inspector their own read-only login if they’d rather
The audit pack itself at desk size. Maple House, the period it covers, when it was generated and its pack id, and the pack's own promise that every record shows when it was completed and when it was received, with corrections alongside what they corrected rather than in place of them. Then the summary: 211 of 231 checks done, 20 missed, 22 corrective actions raised and 19 closed, all 19 verified by a second person. Below that the check register begins
  • The same audit pack reflowed for a narrow screen: the cover with the period and pack id, the summary of checks done and missed, and the first page of the check register

    The pack itself. The cover with the period and its id, the summary of what was done and missed, then every check in the register.

  • Completed checks inside the pack. Closing checks completed 7 September at 20:38:18 and received at 20:47:07, every task answered, signed with a drawn signature by Ffion Lewis, kitchen assistant. Then the opening checks and the fridge round, both signed by Priya Kaur, head chef

    Every completed check, in full. Not a summary of them: the tasks, the answers given, and the signature each one was signed off with.

  • The missed and not-required register inside the pack: twenty missed checks, each with the date and time it was due and what happened. The reason column reads "None recorded" throughout, because a reason is only filled in when a manager marks a check not required or closes a long-running one early

    The misses are in there too. Twenty of them, listed with what was due and when. A pack that only showed the good days would be worth nothing.

  • The corrective action log inside the pack: each missed check raised as an action, with what happened, what was done about it, when it was resolved and when a second person verified it

    And what was done about them. Every miss raises an action: what happened, what you did, when it was closed, and when someone else checked.

  • The generated pack with its full fingerprint, and the note explaining that a copy sharing that fingerprint has not changed since it was made

    The fingerprint lives here, not in the file. Check the copy an inspector was handed against this one. Same fingerprint, same document.

From £35 per site, per month

Unlimited people on every plan, and the price is on the page rather than behind a call. If you ever leave, your records stay readable and still export.

See what’s in each plan
Book a demo

Twenty minutes on a video call. We'll do a real round.

Tell us a bit about your home or your kitchen and we'll set up a call. You'll watch a round get done on a phone, see the record it leaves behind, and see what an inspector gets handed. Bring the awkward questions.

  • You'll be talking to someone who has worked a care home kitchen, not a sales team
  • We can set your own checks up on the call if you want
  • No obligation, and nobody will chase you afterwards

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